IT Account System Quick Start Prepared by IT Department Ltd. http://www.itdept.com.hk

Overviews OP Customer vs Account Customer Invoice / Cost - Income and expense not related to sea or air logistics jobs. Settlement->Receipt (AR) – Create cheque for invoice Settlement->Payment (AP) – Create cheque for cost Settlement->AR/AP – Create cheque for agent invoice (monthly cleaning) Journal Reports – includes customer statement, income statement (P&L), G/L list etc.

OP Customer vs Account Customer New OP Customer Record New Account Customer Record COPY Very Good Shipping Ltd. Very Good Shipping Ltd. Very Well Property Management NOT COPY For OP Use For Accounting Use Menu: 6. Code -> OP Customer Menu: 6. Code -> Account Customer - > Master You can find the linked A/C customer name in OP customer screen

OP Customer vs Account Customer Account Customer Can … Set credit terms (Pay term) Set credit day (AR) Set vendor credit day (AP – Set it if the customer is also a vendor) - Control credit limit (default value is 0)

2. Invoice / Cost Invoice Example You buy an airline ticket for your agent and charge her with an invoice Click New button Enter customer, issue date, base currency …

2. Invoice / Cost Account user can control the COA account no (OP invoice cannot)

2. Invoice / Cost Cost Example: Your company pay to airline for a airline ticket Click New button Enter customer, issue date, base currency …

2. Invoice / Cost You can change charge description by yourself

3. Settlement->Receipt (AR) Select Settlement->Receipt -> Maintenance Click New

3. Settlement->Receipt (AR) Select Bank Account Enter Invoice no Click Search button and then you can see the result at the botton 1 2 3 Search result – User can search all OP and accounting invoice

3. Settlement->Receipt (AR) Enter the cheque amount, cheque no (bank no + cheque no), cheque date, cheque currency, ex-rate Click Save to save the receipt Rcecipt ID will be generated 2 1

3. Settlement->Receipt (AR) - Transaction User can print receipt or Voucher after save 2. Transaction is generated automatically, but you can change it by yourself

3. Settlement->Receipt (AR) - Transaction In case some settlement has difference… 2. Program will treat it as Exchange difference, but you can change it.

4. Settlement->Payment (AP) The operation of payment is same as receipt, but there is a “Print Chg” button for cheque printing

5. Settlement->AR/AP Receipt, Payment and AR/AP Recipet Invoice only Payment Cost only AR/AP Invoice + Cost / Agent Invoice This is mainly for settling monthly (or weekly or whatever) payment with agents You can find all invoice, cost agent invoice information in this AR/AP screen. Different settlement will generate reference ID with different prefix

5. Settlement->AR/AP Click New Select bank account Search by agent name, invoice no or cost no

5. Settlement->AR/AP Select the invoice and cost you want to settle in the search result Type the cheque information as introduced in the Receipt section When complete, Click “Save”

5. Settlement->AR/AP You can print voucher, official receipt, cheque or cheque transaction in this module

6. Journal By default, user can 4 types of Journal: Journal Voucher Bank Receipt Bank Payment For bank payment, you can type general expenses like rent, buying water expense, electricity Petty cash voucher

6. Journal 1. Select Settlement -> Journal -> Maintenance 2. Click New

6. Journal Example: Electricity payment 1. Select Settlement -> Journal -> Maintenance 2. Click New

6. Journal Example: Electricity payment 1. Select Settlement -> Journal -> Maintenance 2. Click New

6. Journal Select Journal type as BP (Bank Payment) 2. Input Customer (Optional, for cheque printing use)

6. Journal The example input the debit node first You can type information about the payment in description Select Debit or Credit Type the cheque no in Ref No / CQ No

6. Journal Click insert Row Input another node as shown in the picture User can input invoice no in Ref No / CQ No When finish, click save

6. Journal Click insert Row Input another node as shown in the picture User can input invoice no in Ref No / CQ No When finish, click save

6. Journal If you want to print cheque, you can click “Print Cheque” If you want to print a list of journal, you can select Settlement -> Journal -> Print or Report -> Journal -> Listing

7. Reports – General Ledger G/L Listing Check transaction activity of all accounts in a period of time G/L Activity Focus on the activity under one or several accounts in a period of time Balance Sheet & Balance Sheet (12 month) View the balance of all chart of accounts Income Statement & Income Statement (12 month) View the Income and cost in a period of time. A profit & loss in accounting without any Operation job. Trial Balance & Trial Balance (12 month) View the amount movement in all chart of accounts in a period of time

7. Reports – Receivable / Payable Customer Statement (Receivable Only) Give statement to charge each customer with outstanding balance Aging Show the outstanding balance of 30, 60, 90 or over 90 days Customer Report / Vendor Report Show outstanding balance of all customers / vendors in a report. This is for internal use. Invoice Summary Listing / Cost Summary Listing List all types of invoice / cost in one report. You can print all invoice / cost in this module. Invoice Settlement Summary Report / Payment Summary Report List all settlement of receivable / payment

7. Reports – Receivable / Payable - Receipt Listing / Payment Listing A list of receipt / payment. This report can be used as an official receipt / payment voucher for large no. of receipt / payment AR/AP Listing A list of AR / AP. This is like the above receipt / payment listing report Customer Sub Ledger Listing (Receivable Only) Invoice listed by each customer in Account Receivable account AR Subsequent Settlement Report / AP Subsequent Payment Report This is a list of invoice and settlement by customer. It shows the relation of invoices / costs with related receipt / payment records Invoice list by charge List all Invoice of one charge code (e.g. Ocean Freight Charge)

7. Reports – Others Journal Listing A list of Journal Void Report Deleted record of Invoice / Settlement / Cost / Journal can be searched in this report Profit & Loss Reconciliation Show the amount difference between Profit & Loss printed in IT-LEO and income statement printed in IT-ACC. The difference is caused because IT-LEO P&L show data by job date while income statement show data by invoice / cost issue date only.